Admissions Buses

STATE OF NORTH CAROLINA
Western Carolina University
Invitation for Bid #: 73-IFB-00770
Admissions Bus
Date Issued: 4/25/2026
Bid Opening Date: 5/08/2026
At 2:00PM ET
Direct all inquiries concerning this IFB to:
John Hamm
Purchasing Specialist
Email: Jahamm@wcu.edu
Phone: 828-227-7203

STATE OF NORTH CAROLINA
Invitation for Bid #
73-IFB-00770
______________________________________________________
For internal State agency processing, including tabulation of bids, provide your company's eVP (Electronic Vendor
Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This
page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available
for public inspection.
This page shall be filled out and returned with your bid.
Failure to do so shall be sufficient cause to reject your bid.
___________________________________________________
Vendor Name
______________________________
Vendor eVP #
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered
Vendor in good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor
Portal). If you do not have a Vendor number, register at https://evp.nc.gov/SignIn
Ver. 11/2025

STATE OF NORTH CAROLINA
Division of Western Carolina University
Refer ALL Inquiries Invitation for Bids # 73-IFB-00770
regarding this IFB to: Bids will be publicly opened:
John Hamm https://teams.microsoft.com/meet/268591198759081?p=fXth0sXEvbMPtmzmOX
Purchasing Specialist
Meeting ID: 268 591 198 759 081
Jahamm@wcu.edu
Passcode: zd95d5fX
Using Agency: Western Commodity No. and Description:
Carolina University
Requisition No.:
EXECUTION
In compliance with this Invitation for Bids (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish
and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.
By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this bid is submitted competitively and without collusion (G.S. 143-54),
that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter
78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this bid, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded
from covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result
of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer
with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned Vendor certifies will comply with all Federal and State requirements concerning
fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of
any Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans,
specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public
Contract of any gift from anyone with a Contract with the State, or from any person seeking to do business with the State. By execution of
this bid response to the IFB, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor are not
aware that any such gift has been offered, accepted, or promised by any employees or agents of Vendor's organization.
By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL
TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.
Ver: 11/2025 1

Bid Number: 73-IFB-00770 Vendor: ____________________________________
Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids cannot be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE: DATE: E-MAIL:
Ver: 11/2025 2

Bid Number: 73-IFB-00770 Vendor: ____________________________________
VALIDITY PERIOD
Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by
mutual agreement of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this
IFB.
BID ACCEPTANCE
If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement
between the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply.
Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this ____ day of _______________, 20____, as indicated
on the attached certification, by ______________________________________________________
(Authorized Representative of Western Carolina University
Ver: 11/2025 3

Bid Number: 73-IFB-00770 Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND .......................................................................................... 6
1.1 CONTRACT TERM................................................................................................................. 6
2.0 GENERAL INFORMATION .................................................................................................... 6
2.1 INVITATION FOR BID DOCUMENT ....................................................................................... 7
2.2 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................ 7
2.4 IFB SCHEDULE ..................................................................................................................... 7
2.5 BID QUESTIONS ................................................................................................................... 8
2.7 BID SUBMITTAL .................................................................................................................... 8
2.8 BID CONTENTS ..................................................................................................................... 8
2.9 ALTERNATE BIDS ................................................................................................................. 9
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 9
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................. 9
3.1 METHOD OF AWARD ............................................................................................................ 9
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ....... 10
3.3 BID EVALUATION PROCESS .............................................................................................. 10
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................ 11
3.5 INTERPRETATION OF TERMS AND PHRASES ................................................................. 11
4.0 REQUIREMENTS ................................................................................................................. 11
4.1 PRICING .............................................................................................................................. 13
4.2 PRODUCT IDENTIFICATION ............................................................................................... 13
4.4 TRANSPORTATION AND IDENTIFICATION ....................................................................... 14
4.5 DELIVERY ............................................................................................................................ 14
4.6 AUTHORIZED RESELLER ................................................................................................... 14
4.7 WARRANTY ......................................................................................................................... 14
4.9 DESCRIPTIVE LITERATURE ............................................................................................... 15
4.10 HUB PARTICIPATION .......................................................................................................... 15
4.11 REFERENCES ..................................................................................................................... 15
4.12 VENDOR'S REPRESENTATIONS ....................................................................................... 15
4.13 FINANCIAL STABILITY ........................................................................................................ 15
4.14 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................ 16
4.15 SUBCONTRACTORS .......................................................................................................... 16
4.16 SECRETARY OF STATE REGISTRATION ......................................................................... 16
4.17 SUSTAINIBILITY EFFORTS ................................................................................................ 17
5.0 PRODUCT SPECIFICATIONS ............................................................................................. 17
SPECIFICATIONS ................................................................................................................ 17
5.2 CERTIFICATION AND SAFETY LABELS ............................................................................. 19
6.0 CONTRACT ADMINISTRATION .......................................................................................... 19
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 19
6.3 CONTINUOUS IMPROVEMENT .......................................................................................... 20
6.4 ACCEPTANCE OF WORK ................................................................................................... 20
6.6 INVOICES ............................................................................................................................ 21
6.7 DISPUTE RESOLUTION ...................................................................................................... 21
Ver: 11/2025 4

Bid Number: 73-IFB-00770 Vendor: ____________________________________
6.8 PRODUCT RECALL ............................................................................................................. 21
6.9 PRICE ADJUSTMENTS ....................................................................................................... 21
6.10 CONTRACT CHANGES ....................................................................................................... 21
7.0 ATTACHMENTS .................................................................................................................. 23
ATTACHMENT A: PRICING.................................................................................................................. 23
ATTACHMENT B: INSTRUCTIONS TO VENDORS ............................................................................. 23
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ...................................... 23
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION ................................................. 23
ATTACHMENT E: CUSTOMER REFERENCE FORM .......................................................................... 23
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR .............................................. 23
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ...................................................... 23
ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING ............................................. 23
Ver: 11/2025 5

Bid Number: 73-IFB-00770 Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND
Purpose
The purpose of this solicitation is to procure two 2026 or newer Grech GM-33, 28-passenger shuttle bus built on a Ford F-600
diesel chassis to support Western Carolina University's admissions and enrollment outreach efforts. The vehicle will be used
primarily for campus admission tours, providing safe, reliable, and professional transportation for prospective students,
families, and guests as they navigate WCU's campus. The selected vehicle must offer a high standard of safety, comfort,
durability, and accessibility reflective of the University's commitment to excellence and first-class visitor experiences.
Background
Western Carolina University conducts year-round admissions tours that are a critical component of student recruitment and
enrollment. These tours frequently involve transporting groups of prospective students and their families across campus, often
multiple times per day and in varying weather conditions. As the campus includes changes in elevation, longer travel distances,
and high visitor traffic during peak tour periods, WCU requires a robust, commercial-grade shuttle vehicle capable of sustained,
daily operation.
By acquiring this vehicle, Western Carolina University will maintain a modern, dependable transportation option that supports
its admissions mission, enhances the campus tour experience, and reflects the University's standards for safety,
professionalism, and stewardship of public resources.
The intent of this solicitation is to award an Agency Contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of one (1) years, beginning on the date of final Contract execution the "Effective Date".
Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.
2.0 GENERAL INFORMATION
Proposals must be submitted electronically at:
http://wcu.bonfirehub.com/opportunities
Western Carolina University would like two options for this bid:
Option 1: Bus pricing without wrapping
Option 2: Bus pricing with approved WCU wrapping
Note: Vendors can submit a bid for either or all items. No bid on one option
will not disqualify a vendor from this bid.
Ver: 11/2025 6

Bid Number: 73-IFB-00770 Vendor: ____________________________________
2.1 INVITATION FOR BID DOCUMENT
The IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award, which are
incorporated herein by reference.
2.2 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all
relevant exhibits and attachments, and any other components made a part of this IFB and comply with all requirements and
specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may
be issued in connection with this IFB.
If Vendors have questions, issues, or exceptions regarding any component within this IFB, those must be submitted as questions
in accordance with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a
result of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The State may also
elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during
the question-and-answer period, prior to contact award.
Other than through this process or negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate
or consider any additional or modified terms and conditions submitted with Vendor's bid. This applies to any language
appearing in or attached to the document as part of the Vendor's bid that purports to vary any terms and conditions or Vendors'
instructions herein or to render the bid non-binding or subject to further negotiation. Vendor's bid shall constitute a firm offer
that shall be held open for the period required herein ("Validity Period" above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB
response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or
inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiations and
incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph
shall constitute sufficient grounds to reject Vendor's bid as nonresponsive.
2.4 IFB SCHEDULE
The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue IFB State 4/25/2026 at 8:00AM ET
Hold Pre-Bid State N/A
Conference/Site
Visit
Submit Written Vendor 4/29/2026 by 2:00PM
Questions
Provide State 4/30/2026 by 5:00PM
Responses to
Questions
Submit Bids Vendor 5/8/2026 by 2:00PM
Join:
https://teams.microsoft.com/meet/268591198759081?p=fXth0sXEvbMPtmzmOX
Meeting ID: 268 591 198 759 081
Passcode: zd95d5fX
Contract Award State TBA
Contract State Upon bid evaluation completion.
Effective Date
Ver: 11/2025 7

Bid Number: 73-IFB-00770 Vendor: ____________________________________
2.5 BID QUESTIONS
Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid
possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the "Submit Written
Questions" date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.
Written questions shall be e-mailed to Jahamm@wcu.edu by the date and time specified above. Vendors will enter "IFB # 73-
IFB-00770 Questions" as the subject for the email. Question submittals will include a reference to the applicable IFB section
and be submitted in a format shown below:
Reference Vendor Question
IFB Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed necessary
by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall
become an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel,
whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding.
Vendors shall rely only on written material contained in an Addendum to this IFB.
2.7 BID SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended or
unanticipated delay. It is the Vendor's sole responsibility to ensure its bid has been received as described in this IFB by the
specified time and date of opening. The date and time of receipt will be marked on each bid when received. Any bid or portion
thereof received after the bid submission deadline will be rejected.
Proposals must be submitted electronically at:
http://wcu.bonfirehub.com/opportunities
2.8 BID CONTENTS
Vendors shall populate all attachments of this IFB that require the Vendor to provide information and include an authorized
signature where requested. Failure to provide all required items, or Vendor's submission of incomplete items, may result in the
State rejecting Vendor's bid, in the State's sole discretion
Vendor IFB responses shall include the following items and attachments, which shall be arranged in the following order:
a) Cover Letter, which must contain all of the following; (i) a statement that confirms that the Vendor has read the IFB in its
entirety, including all links, and all Addenda released in conjunction with the IFB; (ii) a statement that the Vendor agrees
to perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor's
agreement to comply with all instructions, terms and conditions, and attachments.
b) Title Page: Include the company name, address, phone number and authorized representative along with the Bid
Number.
c) Completed and signed version of EXECUTION PAGES, along with the body of the IFB.
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